Medical Records Administration Specialist (Technical Career Field Trainee)

Full Job Description

The Technical Career Field (TCF) is a national workforce development program within VHA that was designed to replenish technical staff in critically identified positions.

Positions are located in the Health Information Management Section (HIMS) with 2 vacancies in Gainesville, FL, and 1 vacancy each in: Richmond, VA, Columbia, SC, and Kansas City, MO.

NOTE: The 2-page Resume requirement does not apply to this position. Your degree must be conferred no later than September 4, 2026.

Basic Requirements: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.

Education or Experience Requirement: Experience.

Three years of creditable experience in the field of medical records that included the preparation, maintenance, and management of health records and health information systems demonstrating a knowledge of medical terminology, medical records procedures, medical coding, or medical, administrative, and legal requirements of health care delivery systems.

OR Education. Successful completion of a bachelor's degree or higher from an accredited college or university recognized by the U.S.

Department of Education, with a major field of study in health information management, or a related degree with a minimum of 24 semester hours in health information management or health information technology.

OR Experience/Education Combination. Equivalent combinations of creditable experience and education that equals 100 percent may be used to meet basic requirements.

For example, two years above high school from an accredited college or university, with 12 semester hours in health information technology/health information management, plus one year and six months of creditable experience that included the preparation, maintenance, and management of health records and health information systems meets an equivalent combination.

Certification. Must meet one of the following: Coding Certification through AHIMA or AAPC. NOTE.

Mastery certification obtained through the American Health Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC).

To be acceptable for qualification, the specific certification must represent a comprehensive competency in the occupation.

Stand-alone specialty certifications do not meet the definition of mastery level coding certification and are not acceptable for qualifications.

Certification titles may change and certifications that meet the definition of mastery level coding certification may be added/removed by the above certifying bodies; however, current mastery level coding certifications include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC).

OR, HIM Certification through AHIMA. NOTE. Higher-level health information management certification is limited to certification obtained through AHIMA.

To be acceptable for qualifications, the specific certification must represent a comprehensive competency in the occupation.

Certification titles may change and certifications that meet the definition of HIM certification may be added/removed by the above certifying body; however, current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA).

OR, Health Data Analyst Certification through AHIMA. NOTE. This is limited to certification obtained through AHIMA.

To be acceptable for qualifications, the specific certification must certify mastery in health data analysis.

Certification titles may change and certifications that meet the definition of health data analyst certification may be added/removed by the above certifying body; however, current health data analyst certification includes Certified Health Data Analyst (CHDA).

Grade Determinations: GS-5: None beyond basic requirements.

GS-7: Experience: In addition to the basic requirements, one year of creditable experience equivalent to the GS-5 grade level, OR Education: (Advanced Entry-Level Placement).

Applicants who meet the GS-5 grade level may be appointed at the GS-7 grade level, if they possess a bachelor's degree from an accredited college or university in a major field of study in health information management, with an exemplary academic record as demonstrated by: A 3.0 or higher-grade point average (GPA) out of a possible 4.0 GPA ("B" or better), as recorded on their official transcript or as computed based on four years of education, or as computed based on courses completed during the final two years of the curriculum; or A 3.5 GPA or higher out of a possible 4.0 GPA ("B+" or better) based on the average of the required courses completed in the major field of study, or the required courses completed in the major field of study during the final two years of the curriculum.

AND Demonstrated Knowledge, Skills, and Abilities (KSAs) i.

Knowledge of current classification systems such as International Classification of Diseases, Current Procedural Terminology, and the Healthcare Common Procedure Coding System (HCPCS). ii.

Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities. iii.

Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis of health information. iv.

Ability to utilize computer applications with varied functions to produce a wide range of reports, to abstract records, collect and analyze data and present results in various formats. v.

Ability to work independently, adapt to shifting priorities, and meet deadlines.

GS-9: Experience: In addition to the basic requirements, one year of creditable experience equivalent to the next lower grade level that demonstrates the knowledge, skills, abilities, and other characteristics described at that level.

OR Education: Equivalent to two full years of progressively higher level graduate education or a master's degree or equivalent graduate degree from an accredited college or university in a field directly related to health information management.

AND Demonstrated KSAs i. Knowledge of medical and legal requirements related to health information management and health records. ii.

Ability to provide technical advice and [guidance] on health information management practices. iii. Skill in extracting data from various sources and analyzing health information to create reports. iv.

Skill in researching, interpreting, and applying health information management guidelines. v.

Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management GS-11: Experience: In addition to the basic requirements, one year of creditable experience equivalent to the next lower grade level that demonstrates all of the KSAs described at that level.

OR Education: Equivalent to three full years of progressively higher-level graduate education or a Ph.D., or equivalent doctoral degree from an accredited university or college in the field of health information management.

AND Demonstrated KSAs i. Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management. ii.

Ability to advise management and staff, at various levels, regarding health record documentation requirements and health information management practices based on current industry standards, policies, statues, laws, and regulations.

iii. Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures. iv.

Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management. v.

Ability to acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information.

References: VA Handbook 5005/130, May 28, 2020, PART II APPENDIX G33; For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

Preferred Grade of Selection: GS-09 Physical Requirements: See Additional Information Section Major Duties:

The Technical Career Field (TCF) is a national workforce development program within VHA that was designed to replenish technical staff in critically identified positions.

The TCF career fields represent those technical fields where VA-specific knowledge and experience is required for success in the field.

Individuals selected follow a formal individual development plan for one-two years during which they are trained and coached by a preceptor who is a subject matter expert within the career field/job specialty.

Trainees must remain at the hiring grade level for a minimum of one year. *Selectees will be required to sign Mobility, Training, and Continued Service Agreements.

This is a developmental position with placement at the GS-9 leading to a GS-11, performing assignments intended to broaden skills and provide practical experience leading to progressively more complex assignments performed under progressively less supervision.

You will ultimately acquire the background necessary to perform at the full performance level of GS-11.

Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance, availability of higher level work, and availability of funds.

In order to be promoted to the GS-11 grade level, TCF trainee participants must obtain RHIA or RHIT within the first 12 months of program participation.

If you do not currently possess RHIA or RHIT credentials at the time of application, you must be eligible to earn such a credential within the next 12 months.

Duties of the position are developmental in capacity and may include, but are not limited to, the following: Serves as technical specialist in the broad scope of health information related matters, provides advice and guidance on the HIM program in relation to Medical Records.

Conducts research on and coordinates projects and studies of records systems. Analyzes situations or processes and recommends improvements or changes as necessary.

Assists in conducting quality assurance studies of health records. Serves as a liaison in the implementation of automated clinical applications pertaining to the EHR.

Participates in facility committees and subcommittees related to health information and provides technical advice when necessary.

Participates in training related to VHA Healthcare Information Systems such as electronic health record, scanning, coding, Release of Information, speech recognition software, and other software packages as they relate to HIM job functions.

Analyzes clinical and administrative processes related to information flow. Resolves conflicts and ensures smooth collaboration in areas where scope overlaps or is integrated with other services.

Manages, preserves, analyzes, and supervises the use of diagnostic and therapeutic health records/health information management.

Develops policies and procedures and provides advice on the use of health records and health information management.

Work Schedule: Monday - Friday, 8am to 4:30pm; Actual hours will depend on the needs of the service and the mission of the agency for the location of selection. Virtual: This is not a virtual position.

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